Welcome
The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
This page outlines the specifics for mobility activities carried out within projects under Erasmus+ KA1 youth projects, using a KA153 call 2023 project as an example. For general instructions on how to create and manage mobility activities in beneficiary projects in the Beneficiary module, please see the page Add mobility activities to projects.
In the Mobility Activities section of your project in Beneficiary module you can fill in basic participant information and other details, save the information as a draft and continue to update the mobility activity either immediately or at a later stage. Where applicable, you can also manage and monitor participant reports. As you must provide information regarding the Sending and Receiving organisation for a mobility activity, all organisations participating in your project must be available in the Organisations of your project. Depending on the action type of your project, you may also have to add the related activities in your project before adding the mobility activities, as they may have to be linked to an activity. For general instructions on how to create and manage mobility activities in beneficiary projects in Beneficiary module, please see the page Add mobility activities to projects. For a quick overview of Mobility Activities in Beneficiary module, please view the eLearning video. It is also possible to complete all mobility activities using the import and export of mobility activities function, depending on the action type of the project. For a quick overview of import and export of mobility activities in Beneficiary module, please view the eLearning video. Draft mobility activities must be completed or removed before attempting to submit the beneficiary report, as they will not be considered in the budget summary. Mobility activities can only be managed by project contacts with edit rights in the project if the project status is Project ongoing.
You must add activities in the Activities section first, in order to be able to associate the mobility activity to the relevant activity. See Activities in KA1 Youth mobility projects for details.
Steps
Mobility activity sections
Depending on the KA and call year of the project, as well as depending on the Activity linked to a mobility activity, the sections to fill in for a mobility activity vary. Read the onscreen information carefully. The form content will adapt based on your input and will provide feedback, such as warning messages or error messages, in case there is missing information or if eligibility rules are not observed.
"Activity" section
Click on the Activity drop-down box and select an activity from the ones you have recorded in the Activities section of your project. The Country of destination field and the Is this activity itinerant? checkbox will be filled in automatically, in accordance with the details you have provided for the selected activity.
In our example, we have selected a 'Youth participation mobility' activity, which we have previously defined as itinerant in the Activities part of the project.
"Mobility Activity" section
In the Mobility Activity section, you can change the Mobility activity ID and/or can, for example, flag the mobility activity as Force majeure.
The Mobility activity ID is created automatically when adding a mobility activity in a project. It is a combination of the last digits of the project reference followed by MOB and an incremental number, e.g. 005041-MOB-00001. The Mobility activity ID can be changed, but it must be unique in the project.
The available flags depend on the Activity Type. The Participant flag is checked by default, but it can be changed to a different value such as Accompanying person, if applicable.
Here is an example of the Mobility Activity section in a KA152, call 2022, project for Activity type 'Youth exchanges - Member States and associated countries'. In this case, the field Participant Group is additionally available, and must be filled in.
"Accompanying Person" flag
An Accompanying Person is
A person who accompanies participants (learners, staff, young people or youth workers) in a mobility activity in order to ensure their safety, provide support and assistance, as well as assist with the participant’s effective learning during the mobility experience. In individual activities, an accompanying person may accompany participants with fewer opportunities or minors and youngsters with little experience outside their own country. In case of group activities in the field of education and training, qualified education staff must accompany the group to facilitate the learning process.
In Beneficiary projects, check the Accompanying Person flag to indicate that a participant in an activity (i.e. mobility activity, group activity, participations, events, etc.) is considered an accompanying person.
A participant flagged as Accompanying person cannot be a participant with fewer opportunities at the same time.
"Blended mobility activity" flag
Blended mobility activity refers to an activity combining a physical mobility activity with a virtual mobility component.
In Beneficiary projects, the Blended mobility activity flag can be checked to indicate that the mobility activity is carried out in a blended format (physical activity abroad combined with a virtual component). If this flag is checked, you may also have provide details about the virtual components in other sections of the mobility activity screen, depending on the action type of the project.
"Force majeure" flag
Force majeure is:
An unforeseeable exceptional situation or event beyond the participant's control and not attributable to error or negligence on their part.
Source: Erasmus+/European Solidarity Corps programme guides 2024, Glossary
Force majeure situations can arise anywhere and at any time, and include factors such as sudden disease, accidents, death, earthquakes and other causes.
In a project, check the Force majeure flag to indicate that a project activity (i.e. mobility activity, group activity, participations, events, transnational project meetings, etc.) is considered as a case of force majeure.
When you check this flag (tick box), certain fields and grants for the activity may be affected and must be checked and/or updated.
In addition, you must fill in the additional Force majeure explanations field, describing the facts that prove the activity should be accepted as a case of force majeure.
Take note
The current implementation does not include any specific conditions related to Covid-19 as a force majeure situation.
In addition, if the force majeure flag is set, certain duration and grant fields are affected, as follows:
- Duration calculated (days): The business rule checking the minimum and maximum duration will no longer apply in case of Force Majeure.
- Duration of the mobility activity period (days): The business rule checking the minimum duration will no longer apply in case of Force Majeure.
- Travel support grant: The field becomes editable. If any values are already present, they are preserved.
- Individual support: The field(s) becomes editable. If any values are already present, they are preserved.
- Organisational support: The field becomes editable. If any values are already present, they are preserved.
- Inclusion support for organisation: The field becomes editable. If any values are already present, they are preserved.
- Preparatory visit support (if available): The field becomes editable. If any values are already present, they are preserved.
- Participant report: Participant reports are not required for mobilities flagged as force majeure and having a duration of 1 day (for example cancelled mobility activities, for which the start and end date are the same).
"Participant" section
In this section, you must provide personal information regarding the mobility activity, such as the Participant's date of birth, the Participant's gender or the Participant Nationality. The information required in the Participant section varies, according to the key action and activity type. Some details are already filled in, as they were provided in the first step of creating the mobility activity.
The Participant ID field is available in mobility activities in Beneficiary module, allowing you to provide a unique alphanumeric participant identification. The Participant ID field is not mandatory.
If a Participant ID is provided, it must be unique for the participant in the project.
Here is the participant section in a KA152, call 2022, project for Activity type Youth exchanges - Member States and associated countries.
Participant flags
The Participant section includes a variety of flags that can indicate the participant's role in the mobility activity.
The available flags vary, depending on the key action and activity type. They may affect other fields in the participant and budget sections, as well as require additional data to be provided at project level.
"Online language support (OLS)" flag
In beneficiary projects, when providing information for participants in, for example, individual mobility activities or participations, the OLS flag (checkbox) may be available. Checking this flag will indicate the person is entitled for the Online Language Support.
The Online Language Support (OLS) is designed to help Erasmus+ and European Solidarity Corps participants improve their knowledge of the language in which they will work, study or volunteer abroad so that they can make the most out of this experience.
As the lack of language skills remains one of the main barriers to the participation in European education, training and youth mobility opportunities, OLS makes language support accessible in a flexible and easy way. It also contributes to a specific objective of the Erasmus+ programme, which is to promote language learning and linguistic diversity.
Source: https://erasmus-plus.ec.europa.eu/resources-and-tools/online-language-support
This flag is not available for participants involved in preparatory visits, nor for participants flagged as Group Leader, Accompanying Person, Trainer/Facilitator, or Decision Maker.
"Incoming international participant (under special conditions)" flag
In beneficiary projects, the Incoming international participant (under special conditions) flag available in, i.e. mobility activities, physical events, participations, etc. indicates that the mobility activity involves a participant that has left Ukraine due to the war and has carried out or is carrying out an activity, i.e. in an eligible participating country. This flag may change the standard conditions regarding the sending and receiving countries, as well as certain grant calculations, depending on the action type of your project.
Information
The flag is not applicable for participants of type Accompanying Person.
Important
For specific conditions regarding Ukraine, see the page Project handling specifics related to the Russian aggression on Ukraine.
"Participant is from the receiving organisation" flag (Preparatory visit only)
In KA151, KA152 and KA153 projects (all calls), when creating or updating a mobility activity, the Participant is from the receiving organisation flag is displayed in the Participant section of the mobility activity details if the mobility activity is linked to an activity of type Preparatory visit.
Checking the flag indicates that the participant is from the receiving organisation. When the flag is checked, the Preparatory Visit Support (in the Budget section) is set to 0 EUR.
"Inclusion Support" section
"Participant with fewer opportunities" flag
A Participant with fewer opportunities is
People with fewer opportunities means people who, for economic, social, cultural, geographical or health reasons, a migrant background, or for reasons such as disability and educational difficulties or for any other reasons, including those that can give rise to discrimination under article 21 of the Charter of Fundamental rights of the European Union, face obstacles that prevent them from having effective access to opportunities under the programme.
In Beneficiary projects, check the Participant with fewer opportunities flag to indicate that a participant in an activity (i.e. mobility activity, group activity, participations, events, etc.) is considered a participant with fewer opportunities.
A participant flagged as having fewer opportunities cannot be an accompanying person, group leader, trainer/facilitator or a decision maker, etc. For each participant with fewer opportunities you must fill in the Fewer Opportunities section of your project.
"Inclusion support for participants"
In the Inclusion support section of the mobility activity details screen in Beneficiary module you can request additional costs directly linked to participants with fewer opportunities and their accompanying persons. For details, consult the Erasmus+ Programme Guide.
The availability of this type of support depends on the action type and/or call year of your project. Where applicable, the Inclusion support for participants field is displayed if the participant is flagged as Participant with fewer opportunities and initially displays a value of 0 EUR. You can update the field as per your needs.
You may be required to fill in the Description and justification for inclusion support for participants if the provided value for Inclusion support for participants is higher than 0 EUR. The availability of this field depends on the action type and/or call year of your project.
Example of Inclusion support for participants in a KA131, call 2021, project without the field Description and justification for inclusion support for participants.
Example of Inclusion support for participants in a KA155 project with the field Description and justification for inclusion support for participants available.
You do not have provide a Description and justification for inclusion support for participants, the field is not available in KA1 Youth projects.
Inclusion support for participants is not available for mobility activities in KA154 projects and for mobility activities linked to an activity of the type Preparatory visit, even if they are flagged as 'participant with fewer opportunities'.
"Inclusion support for organisation not requested" flag
The Inclusion support for organisations is pre-filled and read-only, except in cases of Force majeure.
The Inclusion support for organisation not requested flag in the Inclusion section of the mobility activity details is available if the participant is flagged as Participant with fewer opportunities. The availability of this flag depends on the action type and call year of your project.
Check this flag if this type of support grant is not required for the mobility activity. Once checked, the value in the field Inclusion support for organisations is set to 0 EUR.
"Participant Report" section (conditionally available)
In KA1 Youth projects, the Participant Report section is not available for the activity type 'Preparatory visits' and for participants flagged as 'Accompanying Person', 'Trainer/Facilitator', or 'Decision Maker'. For activity types 'Youth exchanges - Member States and associated countries' and 'Youth exchanges - third countries not associated', the Participant survey section is available only for participants flagged as a 'Group Leader'.
Initially, when the mobility activity is created, no information is available in this section.
Participants in Erasmus+ and European Solidarity Corps projects may be asked to provide feedback on their experience by completing a Participant Report.
Automatic e-mails are sent to participants with an invitation to complete this report in EU Survey to share their feedback on the experience participating in a Mobility activity for Erasmus+ or European Solidarity Corps programmes.
The participant receives an e-mail with a dedicated link to the participant report. This link will not expire. The individual participant report is completed online in EU Survey and is offered in various languages.
The participant can save the survey as draft and submit it. After submission, the participant may download a PDF version of their feedback but they can not edit the form again.
In Beneficiary module, when adding, updating or viewing, for example, mobility activities or participations, the Participant Report section may be available.
From here it is possible to monitor an individual participant report and check the relevant information from the moment the initial invitation to complete the report was sent to the participant. It is also possible to send reminders to participants to complete the report.
As the invitation e-mail for the participant report is sent only at specific dates in relation to the mobility activity, you will find the Participant Report section initially empty. The participant report request will not be sent out if the mobility activity is in Draft status, meaning not completed, in your project.
See the page Manage participant reports in projects for detailed information.
"Recognition Certificates" section
In Beneficiary module, in the Recognition Certificates section in Mobility activities, you can specify up to three certificates to be offered to the participant, from the listed ones. Depending on the selected option, you may have to provide additional explanations. Certificates cannot be offered to participants flagged as Accompanying Person.
To add a certificate, click on the Add certificate (1) button, then select the Certifying organisation and the Certification type (2) from the available drop-down lists, and click Save (3). Once the certificate is added, you can simply edit it by choosing another organisation and certificate type, and saving the changes. Use the Delete (4) button to remove the certification, if required.
"From-To" section
The details to provide in this section vary, depending on whether the selected activity is itinerant or not, and based on the activity type of the linked activity. The 'Individual support' budget item is also affected by the itinerant nature of the activity.
Non-Itinerant activity
Select the Sending (1) and Receiving Organisation (2) from the respective drop-down lists. The Sending Country, Sending City, Receiving Country and Receiving City are automatically filled in based on your selection, but they can be changed.
Note
If the organisation you want to select as sending or receiving organisation is not available for selection, it must be added to the project from the Organisations section.
You also must select a Distance band and Main means of transport (3), using the available drop-down list. The selected Distance band will automatically update the budget values with the correct travel grant for the activity type and distance band in the Budget section.
Type the Real Distance in kilometres (3) between the sending and the receiving cities. The Real Distance in kilometres provided must be within the selected Distance band. This information will be used purely for statistical purposes to determine the carbon footprint of the activity. If the Main means of transport is considered sustainable, the Sustainable means of transport flag will be set.
The field Funded duration including travel days (in days) (4) is prefilled with the calculated duration, as per the start and end dates provided upon creation of the draft mobility activity, and they can be updated, if required. The field Individual support (5) is calculated and updated automatically, as per the duration provided. It is read-only, except in case of Force majeure.
In, for example, activities or mobility activities, the Distance Band indicates the distance between the place of origin and the venue of the activity the participant(s) has to travel. Main Means of Transport refers to the primary mode of transportation used by participants to travel to and from their host country. The Real distance in kilometres is the real distance between the place of origin and the venue of the activity.
When completing, for example, a mobility activity, the Distance band (1) and Main means of Transport (2) must be selected from the available drop-down lists. In the field Real distance in kilometers (3) the real distance must be filled and the value provided must be within the range selected for the Distance band.
The available distance bands to select depend on the key action of the project.
A link to the official Erasmus+ Distance Calculator to calculate the distance is also available.
Itinerant activity
If you have flagged the main activity as being itinerant, you have to fill in the travel details for each itinerary in the mobility activity, i.e. the distance between the place of departure and the place of destination. In this case, you can add up to 10 organisations involved in the mobility activity, therefore up to 9 receiving organisations and 9 itineraries.
- For the first itinerary, select the Sending Organisation and the first Receiving Organisation from the available drop-down lists.
- Click on the Add itinerary button to add subsequent itineraries, as needed.
- For each of the subsequent itineraries, select the following Receiving Organisation, one per itinerary. The receiving country and city are automatically filled in. The Sending Organisation stays the same for each of the subsequent itineraries added.
- You must provide the Funded duration including travel days (in days) for each itinerary added.
- The field Individual support is calculated and updated automatically, as per the duration provided for each itinerary. It is read-only, except in case of Force majeure.
The field Total Duration (in days) is automatically updated, based on the information provided for each itinerary.
To remove an added itinerary, click on the blue Delete (bin) icon, available for each itinerary. If there is only one itinerary added, the Delete icon will be inactive.
You also must select a Distance band and Main means of transport from the available drop-down list. The Distance band you select must cover the entire distance between the sending city and the final receiving city. Calculate and type the Real Distance in kilometres, by adding up the real distance for each itinerary. For each itinerary, the receiving city of the previous itinerary is considered as the point of departure for calculating the real distance toward the next receiving organisation/city. The rules for Main means of transport and Sustainable Means of Transport remain the same as for non-itinerant activities.
The duration in Funded travel days is considered for the entire activity travel, not per itinerary.
The selected Distance band will automatically update the budget values with the correct travel grant for the activity type and distance band in the Budget section.
Where available and if applicable for the mobility activity, you can provide Comments on different location than sending/receiving organisations.
"Activity taking place at seat of EU institution" flag (KA154)
The Activity taking place at seat of EU institution flag is available in the From-To section of the mobility activity details screen for itinerant activities in KA154 projects for each itinerary added.
This flag indicates that the mobility activity takes place at the seat of an Institution of the European Union, even if in the project there are no participating organisations from the country that hosts the institution. Seats of the Institutions of the European Union are Brussels (Belgium), Frankfurt (Germany), Luxembourg (Luxembourg), Strasbourg (France), and The Hague (The Netherlands).
Selecting this flag will result in the Receiving organisation field being empty and not editable. The drop-down list available for selecting the Receiving country will only display the countries where seats of EU institutions are located. You must select one of the available options, as per your needs.
Mobility activity linked to a Preparatory visit
In the case of the mobility activity being linked to a preparatory visit, only information regarding the Sending and Receiving organisation must be provided in the From-To section.
"Travel Grant"
"Funded travel days" and "Travel Support"
Under Travel Grant, you must provide the number of Funded travel days. The minimum and maximum allowed is displayed below the field. The Travel Support is calculated automatically and it is read-only, except in cases of Force majeure.
"Travel Support - Grant not required" flag
In Beneficiary module, when adding or updating mobility activities in your project, the Travel support not required flag, also labelled Travel support - grant not required indicates that, for a mobility activity, this type of support grant is not required. The availability of the flag depends on the action type of your project and/or the activity type of the mobility activity.
Once the flag is ticked, the related Travel Support grant is set to 0 EUR.
"Request Exceptional costs for expensive travel" flag
If the standard Travel Grant does not cover at least 70% of the eligible travel cost of the participant, you are entitled to request a grant to cover Exceptional costs for expensive travel instead of the standard travel grant.
Tick the relevant box for Request Exceptional Costs for Expensive Travel. Then type the Real Travel Cost in the relevant field. The Exceptional Cost for Expensive Travel Grant is calculated automatically as 80% of the Real Travel Cost. If you request the Exceptional costs for expensive travel grant, you must also fill in the additional field Exceptional cost for expensive travel description and justification.
This budget item is not available for mobility activities in Preparatory Visits.
"Exceptional costs for visa and other entry requirements"
This cost item is applicable for mobility activities in KA1 Youth projects (KA151, KA152, KA153 and KA154), except for mobility activities linked to a Preparatory visit. In KA155 projects, it is available for all mobility activities.
To cover exceptional cost for visa and other entry requirements, provide the cost in the Exceptional costs for visa and other entry requirements field. You must also fill in the Exceptional cost for visa and other entry requirements - Description and Justification.
In KA155 mobility activities, the field Exceptional cost for visa and other entry requirements - Description and Justification becomes available if the provided Exceptional cost for visa and other entry requirements is higher than 0 EUR.
"Duration" section
In the Duration section, check and, if required, update the Start and End dates of the mobility activity. By default, the Start and End dates are prefilled with the dates of the linked activity.
The Duration calculated (days) is calculated automatically and displayed. If the duration limits are not met, a warning message is displayed. The Duration calculated (days) cannot be manually changed, except in cases of Force majeure.
If there is a break in the mobility activity, fill in the Interruption duration (days) with the number of days of interruption. This duration is subtracted from the total duration of the mobility activity. The interruption duration cannot exceed the total calculated duration in days.
The Duration of mobility activity period (days) indicates the duration in days of the mobility activity, after having removed any interruption days. The days are calculated automatically.
The Funded travel days you have specified under Travel Grant are displayed and read-only.
If part of the mobility activity duration is not funded via the Erasmus+ programme, specify the Non-funded duration (days). These days will be subtracted from the total duration.
The Funded duration (days) is automatically calculated based on the information provided in the previous fields.
The field Number of days in virtual mobility is only displayed for mobility activities flagged as 'Blended mobility'.
Information
For Preparatory visits, only the Start date, End date and Duration calculated (days) are displayed in the Duration section.
When the Duration section is complete, the budget section in the mobility activity is updated accordingly.
Prefill Start date and End date from the linked activity or event flag (Call 2023, 2024)
The Prefill Start date and End date from the linked activity or event flag is available in the Duration section of the mobility activity details screen, when creating or updating a mobility activity in a KA1 Youth project from call 2023 onward.
When the flag is ticked, the Start date and End date fields become read-only, containing the dates as defined in the linked activity or event.
"Budget" section
The Budget section is read-only and it contains the totals for the various budget items, such as Organisational Support, Individual Support or Inclusion support. All information is read-only and is calculated based on the information provided throughout the form. In cases of Force majeure, the Organisational Support field can be updated.
The Mobility activity grant (calculated) provides the total of all costs for the mobility activity.
Here is the example of the Budget section in a KA152 call 2022 project, where the participant is a 'Participant with fewer opportunities' and 'Inclusion support for participants' was requested.
"Mobility activity comments" section (optional)
You can add Overall Comments for the mobility activity, if required.
For compliance with the EU General Data Protection Regulation, please do not include any sensitive information about the participant's personal situation related to special needs, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, health or sexuality.
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